How Refunds Work in YoPrint

Choose how to refund the payment

A refund returns money from a payment. It does not reduce the prices or invoice total on the order. To adjust the invoice balance, edit the line items or apply a discount separately.

A manual refund only updates your records. A gateway refund sends a request to the payment processor to return the money.

Record a cash or check refund

Open the quote or sales order containing the original payment. In the quotes or sales orders list, open the order's More actions (•••) menu and select View.

In the right-hand sidebar below Shipment, Invoice, and Notes, find the Payments card. Locate the cash, check, or other manual payment you refunded. The example below records a 25 refund from a 100 cash payment.

1. Open the payment's More actions menu.

   

2. Select Refund.

   

3. Set Date to the date you returned the money. It cannot be earlier than the original payment date.

   

4. Enter the Amount you returned. Leave the displayed amount for a full refund of the remaining payment, or enter a smaller amount for a partial refund. If you enter an amount greater than the remaining balance, YoPrint displays an inline error and prevents submission.

   

5. Add or update the Reference ID if you have a refund receipt or reference to keep with the record. The field pre-fills with the original payment's reference ID. Keep this value, or replace it with your refund receipt number.

   

6. Enter a Description if you want to record why you returned the money. Click the eye icon next to the payment row to view the saved description and transaction details.

   

7. Click Refund to save the record.

   

The refund appears as a negative amount in Payments. In this example, the 100 payment and 25 refund leave 75 paid. The invoice total stays the same, so the balance due increases by 25.

You can record more than one partial refund. YoPrint limits each new refund to what remains of the original payment. Reopening Refund after this example shows 75 remaining.

Refund a gateway payment in YoPrint

To initiate a refund, open the sales order, find the recorded payment, and select Refund from its menu. You can also refund payments recorded on a quote.

You can initiate full or partial refunds. Enter the amount to return. As soon as you click Refund, YoPrint submits the refund request to your payment processor. If the processor rejects the request, YoPrint displays an error message and does not record the refund.

YoPrint does not allow you to refund more than the amount paid. The earlier picture below shows a rejected amount: a 50 refund was entered for a payment with only 12 available.

YoPrint tracks how much has been paid and refunded. Even if you issue multiple partial refunds, their total cannot exceed the original payment amount.

The time before a refund appears on the customer's statement depends on the processor and the customer's bank. Stripe says 5 to 10 business days; Square says it can take 4 to 14 business days.

Remove a refund record in YoPrint

Remove deletes the refund record in YoPrint. It does not undo money you returned in cash, and it does not cancel a refund that your payment gateway is processing or has completed.

The following pictures show a manual cash refund. Use this route only to correct an unwanted record.

1. Open More actions beside the negative refund amount.

   

2. Select Remove.

   

3. Click Remove in the confirmation dialog. Choose Cancel if you want to keep the record. The dialog displays the prompt Remove this payment permanently. Confirming removes only the refund entry. It leaves the original payment intact.

   

For a gateway refund, removing the record also leaves the refund itself with the processor. Use your payment processor's portal if you need to check or manage that refund. Only remove a record if you entered a duplicate or incorrect entry in YoPrint.

Refund from the payment processor's portal

You can also initiate a refund from your payment processor. For a payment linked to the order, YoPrint records the refund when it receives the processor's update. These updates usually arrive within a few minutes. Return to the order to check that the refund appears. If it does not appear after several minutes, check the processor's refund status and contact YoPrint support before issuing another refund.

PayPal

Open Activity, select the payment, and choose Issue a refund. Enter the refund amount and review it before confirming. Follow PayPal's refund guide.

Stripe

Find the payment in Transactions. Open its ••• menu and select Refund payment, or open the payment and click Refund. Follow Stripe's refund guide to enter the amount, choose a reason, and confirm.

Square

Open Transactions, find the payment, and choose ••• > Issue Refund. Follow Square's refund guide to choose the amount and reason before confirming.

Authorize.net

Open Transaction Search and find the settled transaction you want to refund. Open its details and click Refund. Follow Authorize.net's refund guide to enter the amount and complete the refund.

For an earlier demonstration, watch the refund walkthrough video. Its screens may also differ from your current version.